Importance of Effective Communication

IMPORTANCE OF COMMUNICATION

BY

MANISHA VAGHELA

Flow of Presentation
1) Introduction

2) Meaning

3) Definition

4) Features

5) Importance

6) Advantages

7) Disadvantages

8) Conclusion

9) Review of the Topic

10) Bibliography

vaghela_manisha13@yahoo.com by: manisha vaghela 2

Introduction
Management is the art of getting things done through others A
manager passes messages or orders to subordinates or employees
and inform them about the work to be executed and the
subordinates execute orders and inform the manager about the
same. Such an exchange of messages is known as communication.

The ordinary sense of communication is that, one person passes
clear information to another person so that the latter understands
the objective of the communicator and acts on it.


In modern times, so many speedy tools of
communication are available. These tools include fax
machines, computers, internet, mobile phones and
SMS (Short Message Service) Facility.

All functions of management such as planning,
organizing, staffing, leading, controlling etc. depend on
Communication.

Today communication has became an essential part of
management.


Meaning

Communication is a mean of linking people to achieve a common purpose by
transferring information from one person to the other.

It includes not only transfer of Information but also transfer of understanding. The
information has to be understood in the same way it is intended by the Sender of
information.

The top managers transmit information regarding objective and plans to the lower
level managers who try to understand them in their right meaning and devise
appropriate ways to achieve those objective in accordance with the plans.


The transfer of information and the transfer of understanding to interpret that
information in its right meaning draws out a clear distinction between efficient and
effective communication.


Definition

 According to Koontz and Weihrich:
“Communication is the transfer of information from a sender to a receiver, with the
information being understood by the receiver.”

 According to Newman and Summer:
“Communication is an exchange of facts, ideas, opinions or emotions by two or
more persons.”


 According to Stoner and Wankel:
“Communication is the transfer of information, ideas, understanding or feelings
between people.”

 But in simple words if we say…
“Communication means exchanging information among individuals working in any
organization.”


Features

 Goal-oriented Activity: Its aim is not to convey or receive information only.
Rather its purpose is to realize the basic objectives of the business unit.
Communication is indispensable for realization of objectives.

 Two-way process: Communication is a two way process. It includes both the acts
of giving and receiving information. The manager after issuing orders, try to know
the reaction of the subordinates and also whether they have fully understood the
orders or not.


 Internal process: Communication is internal to the organization in the sense that
it is confined to only members to the organization who use it.

 Perpetual process: Communication is a perpetual process. The exchange of views
and opinions goes on continuously among the employees of a business enterprise.
Communication begins as a business is launched and it ends only when the
business is wound up.


Importance
The implementation of policies and programmers of management is possible only
through effective communication. We can understand the importance of
communication from the following point :

 Smooth running of the enterprise: The management may have best planning,
the most efficient personnel, but unless the policies and decisions are effectively
communicated to the personnel, the business cannot succeed.


Effective communication is essential for motivating the employees. Even when
two persons are working each must understand what other is trying to do and
how. They may talk to each other, write to each other or make signs with hands.
Any how they must get their ideas conveyed from one to the other.

The smooth running of the organization depends on an effective system of
communication. If there is communication gap then it can hamper the business
activities.


 Maximum productivity: Effective Communication of policies and decisions to
those who are to put them into action results in accurate and efficient performance.

Good communication results into increased productivity and production.
Communication as an influence process plays a vital role in any organization.

 Assists other functions: Communication helps other functions of management
like planning, co-ordination etc. Top officials and lower level personnel
communicate their ideas and suggestions on the formulation of a plan. In the
words of Mary Cushing Niles, “Good communications are essential to co-
ordination”.


 Job satisfaction: good communication promotes mutual understanding and
this leads to job satisfaction among employees. Their complaints and
grievances are brought to the notice of the top officials. This helps in
developing good employer- employee relationship.

 Basis of leadership: it is impossible to think of leadership in the absence of
effective communication between the leader and his followers. For leadership to
exist a two-way communication establishing close relations between person is
essential. The efficacy of leadership depends on unambiguous and
comprehensive system of communication.


 Establishment of Human Relations:
According to Robert D. Berth, “Human relations are impossible without
Communication and communication is impossible without human relations.”
Importance of human approach has been accepted almost commonly at present.
The views and opinions of the mangers are to be conveyed to the employees and
the beliefs and complaints of the employees in turn are to be received by the
manager. This is how a sound human relation gets established through
communication.


Advantages
Speedy flow: The flow of communication should be speedy to reduce its cost. More the
speed, more will be the value and the effectiveness of such information.

Clear words and Language: The words and language in communication should not be
unclear or ambiguous.

Flexibility: An effective communication system should be flexible. Flexible to adopt the
environmental changes.

Proper co-ordination : An effective communication maintains proper co-ordination
between informal communication systems.

 A leadership quality : An effective communication is the basic requirement of good
leadership.


Disadvantages
• Lack of planning : Clear and effective communication
is not possible without planning. Many a times the
employees send unclear information without any
planning or thought, leading to chaos.

• Faulty Translation : At times, the middle order
management gets nothings and messages from the top.
Such nothing may not be in the vernacular and it is
interpreted, translated and sent to the lower level. Here
the purpose of communication fails because of errors in
interpretation and translation.


•Badly Expressed Messages : Many times, there is no
uniformity in the messages. Important matters may be
illegible or unclear and there may be errors or confusion
in the formation of words and sentences.

•Unclarified Assumptions : Many messages depend
upon guess work and assumptions. If these are not
clarified while transmitting messages they lose their
meaning and importance.

•Poor listening and premature evaluation : “Listeners
are more but attentive listeners are few.” due to
indifferent listening, complete information is not
comprehended. Analysis and evaluation based on
incomplete facts leads to wrong decision.

Conclusion
Communication is very important in every place of business. Communication is
exchanging information among individuals working in any organization.
Communication is the process of passing information and understanding from one
person to another. At every place of business and firm where there is large
production and various departments, communication is of very much help in
getting maximum production, increasing business and building good relationship
between all in the company.

Thus, communication plays vital role in all areas of management and business.


Remember…

 “There is no progress without communication.”

 “Human relations are impossible without
communication and communication is impossible without
human relationship.”


Review of the Topic

• Introduction
• Meaning
• Definition
• Features
• Importance
• Advantages
• Disadvantages
• Conclusion


Bibliography

1. Business Management and Organization - 1
- Jyoti D. Shah
2. Essentials of Management
-Dr. P.N. Reddy
-Dr. P.C. Tripathi
Himalaya Publishing House
3. Students Guide to Management
-Dr. Neeru vashith


THANK YOU 

vaghela_manisha by: manisha vaghela 23
13@yahoo.com

Importance of Effective Communication

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